HOW TO HOST A HEALTH FAIR CHECKLIST Before you begin scheduling a - - PDF document

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HOW TO HOST A HEALTH FAIR CHECKLIST

Before you begin scheduling a health fair – you may want to create a survey designed for your target audience to identify their needs and desires or get some input from key people.

OVERALL GOAL FOR SUCCESS – KEEP IT SIMPLE!

☐Identif ify a c chair ir a and c co-chair ir w who will ll l lead a a h healt lth f fair ir commit ittee.

 Chair and Co-chair will be responsible for administration, clerical duties at sign-in desk and community relations for the entire event

☐Form a health fair committee (Optional)

☐Organize a planning committee of two to no more than four people. ☐Identify the best ways to reach the target audience. Should entertainment and games be a part of the health fair? Should it be activity-oriented? Should screenings by Catapult or immunizations be offered? ☐Divvy out duties so the Chair is not overwhelmed.

☐Plan a date 3-6 months in advance of the event (no sooner than 45 days out)

☐Propose the date to Commissioners Court for approval.

☐Identify a goal

☐Create a theme. Examples include: Way to Wellness, Keep our County Active, etc. ☐Brainstorm giveaways, door prizes and vendors related to your theme. ☐Develop and monitor budget, if you have one.  Goal Example: “Increase health awareness by providing health screenings, activities, materials, demonstrations, and information,” or “Increase awareness of local, state, and national health services and resources”

☐Identify the location – Inside vs. outside?

☐Do you have a location with tables and chairs? ☐Do you have a scheduled area with a door to conduct screenings/immunizations if you choose to host any? ☐If outside, do you have a back-up location in case of adverse weather?

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☐Identify potential participating vendors. TAC can assist.

☐Consider consulting with school nurses or nutrition programs, local hospitals/clinics, local gyms, any sports agencies local to event, immunization suppliers like HEB mobile clinics, etc. and children’s service agencies. ☐Ask your vendors for door prize donations.

☐Create a plan and a schedule for the health fair, including opening and closing times.

☐Plan for set up and clean up for the day of the event. ☐Consider decorations, printing needs, mailings, promotional items and follow-up. TAC can assist. ☐Consider budgeting for all the above and also coffee, beverages, snacks and permitted snacks for vendors. TAC can assist. ☐Plan for equipment and electrical needs of vendors. ☐Are tables and chairs available? Is parking adequate? ☐Plan for crowd flow.

☐Optional: Create at least one map and laminate a copy. This is for participants to locate booths of interest at the fair, as well as essential services like restrooms and water fountains.

☐Plan for and obtain supplies, including: garbage cans and bags, tablecloths, pens, pencils, paper, notebooks, extension cords, tape, scissors and staplers for vendor needs. ☐Make/order sign-in or registration forms ☐Develop/order and distribute posters or flyers for the event. TAC can assist.

2-3 Months before th the Healt lth Fair

☐Reach out to vendors ☐Reserve the event space ☐Promote the event to employees using e-blasts, flyers, reminder in commissioners court, or personal visits to elected officials

1 Month before the Healt lth Fair ir

☐Follow up with vendors who have not RSVP’d ☐Send out Vendor Needs forms ☐Notify maintenance of set up

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1 Week before the Healt lth Fair ir

☐Confirm with all volunteers, vendors, and any other health fair workers. ☐Print floor plan and program for health fair participants, volunteers, and vendors. ☐Printing too soon can waste resources and require re-dos. ☐Optional: Make vendor, volunteer, chairman, etc. nametags. ☐Purchase perishable items and safely store them if providing coffee, beverages or snacks. ☐Make a list of where volunteers will be assigned the day of the health fair so you can have peace of mind. ☐Notify maintenance of set up. ☐Finalize plan for the registration table, sign-in and registration process.

Day before th the Health Fair ir

☐Set up tables, booths, exhibits, chairs, screenings/immunizations room, etc. ☐Bring a “be prepared for anything” mindset. ☐Set up the registration table, including: ☐Sign-in/registration sheets with fields for department and phone number to track employee attendance if desired. ☐Plenty of pens and pencils for participants. ☐Optional: Maps of exhibits and programs. ☐Giveaways (if any). ☐Punch cards with list of booths. Employees who fill out the card are entered into the raffle. ☐Assignment list for volunteers in case they come late or in shifts.

Foll llow-Up afte ter the Healt lth Fair ir

☐Send heartfelt thank-you email/letters to vendors and volunteers. ☐Check with health agencies doing screenings (if any) to confirm if BCBS can follow-up if necessary. ☐Determine and document possible improvements for the next health fair. ☐Report results to the Commissioners Court ☐Give yourself a pat on the back!

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Sample le Thank You Lette ter to to Volu lunte teer

Date Volunteer’s Name Address City, State, Zip Dear: On behalf of ________County or District, I would like to thank you for volunteering your time and energy to the Health Fair that was held on _____ (date) in ________(city). The health fair was planned and implemented to achieve ________ (goal), and we believe it was a great success, with over _____ (insert number) attendees. Thank you for your efforts and for your willingness to make a difference in the lives of our county/district employees. Sincerely,

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Sample Thank you Letter to Vendor

Date Exhibitor’s Name Address City, State, Zip Dear: On behalf of ________County or District, I would like to thank you for your contribution to the Health Fair that was held on _____ (date) in ________(city). We appreciate your willingness to offer your information and services during the event. The health fair was planned and implemented to achieve ________ (goal), and we believe it was a great success, with over _____ (insert number) attendees. Thank you for your efforts and for your willingness to make a difference in the lives of our county/district employees.